Page 254 - DMGT304_EVENT_MANAGEMENT

Unit 11: Operations, Logistics, Safety and Security Management

The risks can be reduced by taking the following steps: Notes
1. Weather: Select an indoor venue like an auditorium which will be more comfortable and
then do settings as per the theme decided. Because if the old theatre is an open air theatre,
the weather needs to be taken into consideration. When it is too cold or too hot outside,
the audience and the performers will not be in a situation to enjoy the show. Even if it is
raining, it can again cause the same trouble.
2. Safety of stage, including railing and steps and podium: Floorings ceilings walls and
seats need to be checked and made sure that they are strong enough to withstand the
weight and does not lead to breakage. The comfort level of the audience as well as the
performers should be taken into consideration for such an event as it is an old theatre,
the build is old. There needs to be a proper checking done to make sure that the walls or
ceiling do not collapse in case. Cracks or sagging needs to be checked with proper care.
Similarly in the case of stairs and rails. They need to properly marked using a glow-in-
the-dark tape.

3. Crowd control: The audience expected is quiet small so hopefully there would not be much
a problem to control the crowd. But yet it is best to keep a security and safety committee who
would take care of the separate sections in the crowd like women and children. Children
might be least interested in these type of shows and can become noisy and troublesome for
other part of the audience. For this special training needs to be ensured.
4. Traffic control: In case of emergency, the exits need to marked as people might over crowd
and can lead to stampede which will end up hurting one another in a very bad manner.
Rigging, props, lights should be safely secured, trap doors, and pits should be marked.
5. Communications: All kinds of emergencies should be communicated then and there
whenever required so as to avoid panic situations amongst the crowd. When any safety
measures need to be applied, if not communicated at the right time, it may bring more
trouble.
6. Electrical usage: Electrical wirings, needs to be marked and secured to floors and walls.
Fire safety is another measure to be taken into consideration. Fire drills, emergency exits,
sprinklers, smoke alarm, fire extinguishers, fire guards and fire fighters need to be pre
planned and arranged. Shock, fire etc are very dangerous part of such situations where
protection is not provided. Lack of protective measures create situations worst.

11.3 Incident Reporting

It is a risk control process, and it is essential that every member of the event team is familiar
with this process. An incident report card is to be completed for every problem that occurs, from
customer complaints to slips and falls.

Example: The receipt of the incident report cards, management staff can look for patterns
in the incidents and for ways in which these risks can be better managed.

!

Caution Every member of the event team is supposed to be familiar with incident reporting.
Reasons for maintaining all documentation relating to risk:
1. To demonstrate that an appropriate process was in place
2. To provide a record of incidents and responses
3. To allow for monitoring, review and improvement

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